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You can correct an invoice that was entered incorrectly. You can edit any information on unposted invoices; however, there are exceptions and other information to note when changing posted invoices. For a posted invoice on an accrual basis, you can select Enter Adjustments to make changes.

 

Cash Basis Invoice Edits


If you are using cash basis accounting and an invoice has a status of unpaid (posted), you can change any information. If, however, you change the invoice Type from Late Fee or Return Check Fee to Invoice, the fee codes may no longer be applicable and you may need to change the distributions.

If the invoice is paid or partially paid, you can add distribution lines or edit the following fields:

  • Payer (if used)
  • Invoice #
  • Invoice Amount
  • Due Date
  • Print Invoice
  • Invoice Date
  • Invoice Description
  • Comment
  • Project
  • Deductible

If you add a discount to a paid or partially paid invoice, and the discount pays off the balance of the invoice, an entry is posted to the general ledger to debit the discount account and credit revenue.

If an invoice is void, you can change the void date of the transaction. A void date field opens beside the status.

 To edit a cash basis invoice
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Receivable Invoices and click Go .
  3. Click Add/Edit Invoices.
  4. Select the invoice you want to change and click Edit. Remember that to see all invoices, you may need to change the drop-down filter and/or the Posting Period.
  5. Enter the new information for the invoice. For additional help, see the field descriptions in Adding Invoices.
  6. Click Ok and confirm.

 

Accrual Basis Invoice Adjustments


When using the accrual method, lines added to an invoice must be posted to the general ledger so that the receivables account and income are updated accordingly.

You can add distribution lines or edit the following fields:

  • Payer (if used)
  • Invoice #
  • Invoice Amount
  • Due Date
  • Printed
  • Invoice Date
  • Invoice Description
  • Term (if the invoice is unpaid)
  • Comment
  • Project
  • Deductible

If an invoice is void, you can change the void date of the transaction. A void date field opens beside the status.

 To edit an accrual basis invoice
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Receivable Invoices and click Go .
  3. Click Add/Edit Invoices.
  4. Select the invoice you want to change and click Enter Adjustments. Remember that to see all invoices, you may need to change the drop-down filter and/or the Posting Period.
  5. Enter the new information for the invoice. For additional help, see the field descriptions in Adding Invoices.
  6. Click Ok and confirm.